How to Setup Call Tracking Workflows for Static Marketing Source Phone Numbers

Static call tracking is essential for capturing attribution data when using fixed phone numbers in marketing channels that do not allow dynamic number rotation, such as print, radio, or Google Business Profiles. This guide will walk you through how to properly configure call tracking workflows for those static numbers in Aesthetix CRM.

What Are Static Marketing Source Numbers?

Static phone numbers are used in marketing sources where dynamic call tracking (with number pools and attribution scripts) is not possible. For example:

• Google Business Profile

• Print or radio ads

• Billboards

• Facebook Call Ads

Unlike number pools (which rotate dynamically and track session-level attribution), static numbers require specific workflows to ensure attribution is tagged and reporting is accurate.

Step 1: Locate Your Static Phone Numbers

1. Go to Settings → Phone System → Numbers.

2. Find the static number assigned to a marketing source. These are typically labeled clearly (e.g. “Facebook Ads Main Phone”).

These numbers are usually set up during onboarding. However, if you're adding a new source later, you'll need to add the phone number and configure workflows manually.

Step 2: Duplicate the Workflow Template

1. Go to Workflows.

2. Navigate to the folder: Phone, Calling, and SMS → Call Tracking.

3. Find the template titled Marketing Source Call Tracking Template.

4. Click the three-dot menu and duplicate the workflow.

5. Rename it based on your source (e.g. Facebook Ad Call Tracking).

Step 3: Configure Your Workflow Triggers

The duplicated workflow includes two triggers:

• Inbound Call Completed

• Voicemail - No Answer

For both triggers:

1. Click the trigger.

2. Scroll to the “In Phone Number” filter.

3. Select the static number you’re configuring.

4. Save each trigger.

Step 4: Set the Marketing Source Tag

Scroll to the Contact Source Update step:

1. Replace the placeholder source (e.g., phone call...) with the actual marketing source (e.g., Facebook Ads, Radio, Google Business Profile).

2. This will update the contact’s source field, which helps track lead origin across your CRM and reporting tools.

Step 5: Confirm Workflow Logic

Here’s a quick breakdown of what the workflow does:

• Adds the lead to the User Assignment Workflow to assign ownership.

• Uses conditions to check whether the call was completed or sent to voicemail.

• Updates the contact source field accordingly.

These steps ensure accurate tracking and assignment for leads that call static marketing numbers.

Dynamic vs Static Numbers

Pro Tips

• Tag your numbers clearly (e.g. “Google Business Profile – Houston”) for easier setup and reporting.

• If you’re adding multiple new static numbers, duplicate the workflow for each one.

• Double-check that all contacts created from these calls are being assigned and tagged with the correct source.

Conclusion

Setting up call tracking for static phone numbers is a one-time setup that ensures every inbound lead is properly attributed. It’s critical for maintaining accurate marketing performance reporting—especially when dealing with offline campaigns or click-to-call ads.

Once set up, these workflows will automatically tag and track inbound calls based on the phone number used, helping you tie revenue and activity back to the correct marketing source.